How to write a project plan in 8 easy steps

Step 1: Explain the project to key stakeholders, define goals, and get initial buy-in:

The first step in any project is to define the “what” and “why.” Key stakeholders have the influence and authority to determine whether a project is successful, and their objectives must be satisfied.

Step 2: List out goals, align OKRs, and outline the project

Try writing down the project goals on a project plan board and connect them to the stakeholder requirements they address. From there, build out the structure, milestones, and tasks it takes to reach those goals.

Step 3: Create a project scope document

Now that you have the project outlined, your tasks aligned with goals, and buy-in from the team, it’s time to create a project scope document detailing the project elements you’ve listed in step two.

Look at each deliverable and define the series of tasks that must be completed to accomplish each one. For each task, determine the amount of time it’ll take, the resources necessary, and who will be responsible for execution. Finalize and record the project details so that everyone has a single source of truth

Step 4: Craft a detailed project schedule

With your goals, tasks, and milestones already outlined for you, it’s time to start plugging your project into a schedule. A Gantt chart is a handy tool that helps you visualize your project timeline easily

Step 5: Define the roles, responsibilities, and resources

Resources are the people, equipment, or money needed to complete a projec

A RACI chart helps you determine who will do what for your project. It’s a matrix of all a project’s tasks, paired with who’s responsible (assigned to complete the work), accountable (has yes/no/veto power), consulted (needs to approve or contribute), and informed (needs to know about the action or decision).

Step 6: Define the communication and check-in process

Mitigate frustration by housing all project pieces – like assets, conversations, tasks, due dates, updates, and reporting – in a single location, like a collaboration tool. This makes it easy to manage clients, track progress, share updates, and make edits. Define how everyone should communicate throughout the project and keep it in one tool so everyone can access information.

Step 7: Plan for it not going as planned

Before you launch, sit down and identify potential issues like upcoming vacations for team members, holidays, or external teams that might be involved. Set up a clear chain of command and list key contacts within the project. Assess risks & voice out clearly record in risk register

Step 8: Throw a launch party!

Every successful project needs a kickoff. Set a quick meeting with key stakeholders and have a clear agenda. Your goal should be to get everyone on the same page with goals, roles, processes, and timelines